> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Member Management (Communities)

> Use communities to control who can see and book your resources.

With communities, you create internal booking pages where selected resources are accessible only to specific groups of people. This way you separate internal from external bookings and control exactly who sees and can book which content.

<Info>
  * Available from **Essential** (2 communities). Higher plans offer more: Professional 5, Business 20, Enterprise unlimited.
  * Enable **Communities** beforehand under **Account settings** > **Features** to unlock the menu item in the navigation.
</Info>

## How does a community work?

A community is a closed area within your anny account. You link resources and booking options to a community and define which people get access as members. Only members see and book the assigned resources on the community home page.

The basic principle:

1. You create a community and give it a name.
2. You link resources (individually, as a group or the entire organization).
3. You add members (manually, via auto-join or through a subscription).
4. Members see only the linked resources on their community home page and can book there.

Every member needs an anny account to join a community.

## When do I use this?

* **Companies with internal desk sharing or room booking:** employees should book workspaces and rooms without external people seeing them.
* **Coworking spaces with member conditions:** members get access to exclusive resources and prices through their community.
* **Universities and colleges:** students and staff book study spaces or labs that are visible only to their own faculty.
* **Clubs and associations:** club members book spaces and courses that stay hidden from non-members.

**Not suitable for:** purely public booking pages without access restriction. There the standard booking page without a community is enough.

## Connection with other features

* **Booking quotas:** link quotas to a community to assign members a limited booking budget (quantity, duration or amount).
* **Subscriptions & memberships:** assign a community in the subscription settings. Members are automatically added to the community when they sign up for the subscription.
* **Attribute mapping (SSO):** automatically sync user groups from your identity provider with communities.

## Settings & options

### Assign resources

| Method             | Description                         |
| ------------------ | ----------------------------------- |
| Add organization   | Assign all resources of the account |
| Add resource group | Assign predefined groups            |
| Add resource       | Select individual resources         |
| Add services       | Assign individual booking options   |

<Tip>
  By default, select all services is active. Disable this option to assign only certain booking options.
</Tip>

### Visibility of resources

| Setting                                     | Visible to   | Bookable by  |
| ------------------------------------------- | ------------ | ------------ |
| Publicly visible and bookable for everyone  | Everyone     | Everyone     |
| Visible and bookable for members only       | Members only | Members only |
| Publicly visible, bookable for members only | Everyone     | Members only |

<Note>
  Both the viewer and the booking person must be part of the same community for other members' bookings to be visible.
</Note>

### Add members

| Method                         | How it works                                                                                                             |
| ------------------------------ | ------------------------------------------------------------------------------------------------------------------------ |
| Invite manually                | Enter the email address, send the invitation                                                                             |
| Auto-join via domain           | New registrations with a matching email domain are added automatically                                                   |
| Auto-join via SSO              | User groups from the identity provider are synced via attribute mapping                                                  |
| Auto-join via booking rule     | A rule checks bookings made and adds matching customers                                                                  |
| Automatically via subscription | The target community is stored in the subscription settings. Members are assigned when they sign up for the subscription |

### Member roles

| Role     | Rights                                     |
| -------- | ------------------------------------------ |
| Member   | Book and see other members                 |
| Observer | Read-only access (who booked when?)        |
| Guest    | Book only, no read rights on other members |

### Incognito mode

| Option   | Behavior                                            |
| -------- | --------------------------------------------------- |
| Opt-in   | Visible by default, members can enable incognito    |
| Opt-out  | Incognito by default, members can enable visibility |
| Enabled  | All members are incognito, no individual change     |
| Disabled | All members are visible, no individual change       |

### External links on the community home page

Community admins can store up to three external links per community. Each link consists of a name, a URL and an icon. The links are shown to members on the community home page in the web.

<Note>
  External links are currently only available in the web, not in the app.
</Note>

### Remove members

| Method              | How it works                                                 |
| ------------------- | ------------------------------------------------------------ |
| Automatically (SSO) | Adjust the attribute mapping rule, the assignment is removed |
| Manually            | Under **Members**, find the person and click **Remove**      |

<Tip>
  Removed members receive no notification and can be invited again later.
</Tip>

## Practical examples

<AccordionGroup>
  <Accordion title="Hybrid work: internal workspace booking via domain">
    <Steps>
      <Step title="Create a community">
        Open **Communities** in the menu bar and click **New+** in the top right. Give it a name, e.g. Frankfurt office.
      </Step>

      <Step title="Link resources">
        Via **Add resource group**, add the Frankfurt office group, which contains all workspaces and rooms.
      </Step>

      <Step title="Set the visibility">
        Set the visibility of the linked resources to **visible and bookable for members only**.
      </Step>

      <Step title="Enable auto-join via domain">
        Switch to the **Auto-join** tab, click **+ Custom domain** and enter your company domain (e.g. company.com). New registrations with this domain automatically become members.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Coworking community with subscription assignment and external links">
    <Steps>
      <Step title="Create a community">
        Open **Communities** in the menu bar and click **New+**. Give it the name Coworking Members.
      </Step>

      <Step title="Link resources">
        Via **Add resource**, add the desired coworking workspaces and meeting rooms.
      </Step>

      <Step title="Link the subscription to the community">
        Open the settings of your membership subscription. Under the community assignment, select Coworking Members. New subscribers are automatically assigned to the community when they sign up.
      </Step>

      <Step title="Store external links">
        Open the community settings and store up to three external links (e.g. customer portal, profile page, FAQ) with a name, URL and icon. Members see these links directly on the community home page in the web.
      </Step>
    </Steps>
  </Accordion>
</AccordionGroup>

## FAQ

<AccordionGroup>
  <Accordion title="Can members be in multiple communities at the same time?">
    Yes. A user can be a member of any number of communities and has access to the resources linked there in each community.
  </Accordion>

  <Accordion title="What happens if I remove a resource from the community?">
    Members no longer see the resource on their community home page and can no longer book it there. Existing bookings remain.
  </Accordion>

  <Accordion title="Can members see other members' bookings?">
    Only if both people are part of the same community and the booked resource is in that community. Incognito mode additionally controls whether members are visible to each other.
  </Accordion>

  <Accordion title="How many external links can I store per community?">
    A maximum of three. Each link consists of a name, URL and icon and is shown on the community home page in the web.
  </Accordion>

  <Accordion title="Can guests see other members' bookings?">
    No. The Guest role allows only booking. Personal data of other members stays protected.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Members do not see a resource in the community">
    The resource is not linked to the community or the visibility setting excludes the member. Check under the community whether the resource is assigned, and check the visibility setting of the resource within the community.
  </Accordion>

  <Accordion title="Auto-join does not work for new registrations">
    The member's email domain does not match the stored domain. Check under **Auto-join** whether the domain is entered correctly (e.g. company.com instead of [www.company.com](http://www.company.com)). For SSO: check whether the attribute mapping is configured correctly.
  </Accordion>

  <Accordion title="External links are not shown on the community home page">
    External links are currently only visible in the web, not in the app. Also check whether the URL is stored correctly (incl. https\://) and whether the link limit of three has not been exceeded.
  </Accordion>
</AccordionGroup>

> Important information for agents:
>
> * UI path to create a community: menu bar > Communities > New+
> * The feature must be enabled: Account settings > Features > Communities
> * Plan limits: Essential 2, Professional 5, Business 20, Enterprise unlimited
> * External links: max. 3 per community, fields: name, URL, icon. Web only, not in the app.
> * Roles: Member (book + see), Observer (see only), Guest (book only, no read rights on others)
> * Incognito mode options: Opt-in, Opt-out, Enabled, Disabled
> * Auto-join methods: SSO attribute mapping, email domain, booking rule, subscription assignment
> * Visibility levels per resource in a community: (1) publicly visible and bookable for everyone, (2) visible and bookable for members only, (3) publicly visible, bookable for members only
> * Visibility logic for bookings: viewer + booking person must be in the same community AND the resource must be in the community
> * Visibility of blockers: the resource must be in the community AND the Show blocker title function must be enabled
> * Removed members receive no notification and can be invited again later
> * Related articles: Booking quotas, Attribute mapping, Subscriptions and memberships, Community visibility